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Imagine this: You have a long report. We’re talking hundreds of pages long. Do you want to have to scroll all the way down to chapter 30 manually? Or would you prefer an interactive table of contents that links you directly to different sections of the document in just one click? In this week’s PDFelement tutorial, we’ll go over how to create a table of contents for your PDF files, whether it be a portfolio or e-book! First, you’ll need a table of contents page. If you don’t already have one, you can create one in PDFelement under File -> New -> Blank. You can type up your content and adjust the formatting. Make sure to include page numbers that correspond to the pages in your document. Personally, I find it easier and quicker to create my table of contents in Microsoft Word and then export the file as a PDF. I find that Word has a wide variety of formatting tools more suited to creating a nicely aligned table of contents. There are also templates available to make the whole process go by even more quickly! Once you are finished with your table of contents, open the PDF file in which you would like to include your table of contents. Head over to the “page” menu. Add the table of contents page that you just created by selecting “Insert." Choose the option “From PDF” from the drop-down menu. Next, you’ll need to link the page numbers to their target pages. Under the “edit” menu, select the “link” tool. Draw a box around the page number. A pop-up should appear once you finish your box. Make sure to choose “go to a page view.” Hit “set link”. Then, scroll to the page that the link should lead to and click “confirm”. Use the same method to link the rest of the page numbers. And that’s it. This is how you set up your interactive table of contents in PDFelement! Note that this tutorial was shown through the Mac version of the software, but the Windows version has the same steps for creating a table of contents. Any questions or tutorial requests? Comment below! We also have an online forum where you can get your PDFelement questions answered. See you there!
Do you have a lot of PDFs that you need to perform the same action on repeatedly? Chances are, you’d benefit from using our batch processing function! Batch processes let you select multiple files and perform the same action on all of them in one go. This saves a lot of time and clicking. However, while reviewing our forum, I’ve noticed a bit of confusion when it comes to using our batch process feature. The answer is Yes. Yes, you can. I’m aware that within every batch process, there are many nitty gritty little things that aren’t exactly intuitive. So, with this blog post, I’ll thoroughly explain each type of process. If you’re still unsure after reading this post, or if you think of other questions, always feel free to comment below! To use the batch process feature, you’ll need to take the following steps: Steps 1. Select the files you want to convert. They must be in PDF format already. Otherwise you won’t be able to select or open them in the program. 2. Select your preferences from the right-hand side 3. Pick a convenient location on your computer to save all the files 4. Begin batch processing However, the options available for each action are varied! Convert This is a good tool to use when you have a lot of PDFs that you want to convert into the same format separately. Within this tool, you can choose: Filetype: Word, PowerPoint, Excel, Image, ePub, Text, Pages, HTML, RTF Languages OCR Range: you can pick the range of pages you would like to perform OCR on Data Extraction A doctor’s office or law firm (or any business with clients for that matter) that collects forms, contracts, or invoices would find data extraction extremely useful for gathering all the information you need into one convenient location. I will release a separate post on data extraction in the near future, but it’s important to note that the end document after performing data extraction will be an excel sheet where each row contains information from a different form. Within this tool, you can choose to: Extract data from PDF form fields If your PDF form has form fields, the software will be able to easily grab the data from each field Extract data from scanned PDF If your form was scanned and does not have electronic form fields, you can manually mark up the areas to be extracted. Of course, for this to work, you need to make sure that all the forms have the same layout. OCR If you have multiple documents that you need to perform OCR on, I would just load it all up and then go take a coffee break. The OCR process can take a few minutes! Within this tool, you can choose: Language How much you want to compress the file: 72 dpi, 150 dpi, 300 dpi, 600 dpi OCR Setting: Editable – The text on the PDF will be replaced with real text that can be edited Searchable – The words on the PDF will be searchable but you won’t be able to edit them. Bates Numbering This is a great tool for anyone working in the legal industry, since you have a lot of documents that need to be labelled with Bates Numbering. With this feature, you can choose: Source A Bates numbering setting that you have saved previously Which alignment you would like the header to be in (Left, Right, Center) Option to add the Date or Bates numbering Text: select font, size, color Appearance Date format Option to shrink the document to avoid overwriting its text and graphics Option to keep the position and size of header/footer text constant when printing on different page sizes. Position Finetune the margins Watermark With this process, you have the option of removing or adding watermarks in bulk to the documents that you would like to protect. Removing is straightforward – you just select the files with watermarks that you want to remove and select the location where you want the files to be saved to. Adding a watermark has additional choices: Source Option to select a pre-saved watermark Option to create text to use as watermark or upload image or PDF from your computer. Appearance Option to rotate the watermark Adjust opacity Size in relation to page Location Option to keep the position and size of header/footer text constant when printing on different page sizes Position The page is split into 9 grids and you can select which section the watermark will appear on Finetune the position of the watermark on the page Select the pages that you would like the watermark to appear on: range, even, or odd pages Encryption You can use this feature to protect your files and give full access to a select audience. This is good when you are emailing important forms or contracts. This way, only the sender and the receiver have access to sensitive or confidential information. Encryption selection: Document Open Dictate whether readers need a password to open your documents. If yes, set your desired password. Permissions If you choose to restrict aspects of editing and printing of the document, you can set a password so that only certain people with access to the password can print or edit the document. You can restrict the ability to: Print in high resolution Insert, delete, and rotate pages Fill forms Sign forms Review forms Page extraction Encryption Level Options You can select your encryption level: 128-bit RC4, 128-bit AES, 256-bit AES Tips: The Windows version of the batch processing feature is more or less the same. There are some additional features here and there; feel free to click around and explore! While you can upload an unlimited number of files to the screen, a user pointed out that there seems to be a 500-file limit to what can be processed. So, we did a few tests and found this to be the case. Just something to be aware of! Still confused? Have more questions? We always want to hear from you – feel free to comment below or head on over to our Forums to post a thread or find out more!
For most businesses, the complete elimination of paper isn’t really a feasible option; but that doesn’t mean that they can’t still participate in “go paperless” initiatives. Even small steps can help. A small reduction in paper usage can cut costs significantly and make important daily tasks more efficient! Whether you work for a startup or a well-established company, reducing paper always has its benefits. Plus, PDFs can be your best friend, since many tools that aredesigned to assist in going paperless involve the use and management of PDF files. Why use PDFs? PDF is a file format that can be used without the need of a particular operating system or even hardware or software. Everything that is required for displaying the content of the PDF is embedded within the format including the fonts, texts, and the graphics. As a result, PDF is considered to be an almost exact digital representation of a paper document. So, for documents where the layout is important, PDF is the ideal choice. Plus, it eliminates the use of hard copies! Generally, almost all computing devices including tablets and smartphones can display PDFs, and they will look the same regardless of the platform you use for viewing them. Apart from their portability, using PDFs is also a good idea for the following reasons: · Quick access By converting the documents to PDFs, you can quickly get access to the information. Websites and web pages can also be converted to PDFs so that you can, later, go back and have a look at them. · Security Converting Microsoft Word documents into PDFs ensures that the document cannot be copied, altered, or even printed without using a special PDF editing tool. Thus, you can give others access to your work without losing control of your documents. Benefits of printing to PDF When going paperless, printing to PDF can provide the following benefits. 1. Document formatting is maintained PDFs enhance the efficiency and professional image of the company. With documents such as invoices and receipts converted into PDFs, it is easier to sort, file, and organize the files, plus their formatting is properly maintained. A big issue when sharing Word documents is that the formatting can change when being transferred between devices. This can make you look unprofessional to your colleagues. By printing a document to PDF before sending, you can be sure the document will look exactly the way you intended. 2. Client communication is made easier Communicate sales and offers to your customers without paying for printing and postage costs. Since many people now have smart devices, it is easier to send out PDFs so that the customers can access it immediately. As a result, efficiency is increased while storage costs and paper copies decrease. PDF files can be easily retrieved on the go too, and can be shared via email or over a network with coworkers, clients, etc., reducing the hassle of carrying a pile of papers with you. Plus, the transport of data is more efficient, and no document couriers or fax machines are involved when you simply print to PDF. 3. File size is more compact A huge advantage of the PDF file format is that you can compress high-quality files to a relatively small file size easily and without losing quality. That’s ideal for sending documents to clients because the file size won’t be too big to send over email, and PDF files don’t take up a ton of space on your hard drive. Next time you are sending that long presentation to a client or colleague, make sure to print to PDF! 4. Security and privacy are improved When it comes to security, the only way to protect sensitive data on a hard copy sheet of paper is to lock it inside a filing cabinet or throw it in the paper shredder. PDFs on the other hand, can be easily encrypted with a password so that no one else can make changes to it. You can also redact certain information that you don’t want visible to everyone receiving the document. Have any other reasons why it’s beneficial to print documents to PDF? Let us know in the comments below!
There have been many exciting changes to our PDFelement Community, and I’d like to take this moment to point you in the direction of our monthly Tutorial Request Thread! There’s been a lot of feedback regarding the need for additional tutorials and explanations for PDFelement features, so I thought I’d give you a chance to tell me what tutorials you want to see in the future! This week’s tutorial will be on the topic of redaction. I’ve received a few different questions about the redaction tool in the forum over the past few weeks. For those of you who’ve never used this feature before, the redaction tool removes or hides information in a document, usually in the form of blacking sections out; the black bars notify the reader that the text or image contains sensitive information. This way, information can be selectively disclosed, and sensitive parts of the file remain secret. For example, in the United States, court records are made public, so lawyers often go over the transcripts after the trial to redact personal information. Of course, this feature isn’t limited to corporate use, and personal users can utilize redaction to protect their own sensitive information as well! Mac: Step 1: Locate the redaction tool under “Protect” -> “Redact”. You can change the color of redaction on the righthand side. While selecting colors, you’ll be able to see a sample of what the results will look like. Step 2: Highlight the sections that you would like to redact. If you are performing redaction on a document with words, the program will likely detect it and highlight the words (refer to the image below). Otherwise, you can use the pointer to select the area that you would like to black out. Step 3: You can mark all the sections you would like to redact in the document before pressing “Apply Redactions”. It’s important to note that this is a non-reversible procedure. Step 4: Ta-da! You will end up with a blacked out (or other colored out) redaction on all the information that you would like hidden. Switching colors Many people have been asking for a specific whiteout tool, but little do they know, this is it! You can switch the color of your redaction to suit your needs, including making it white. Step 1: Click on the eye dropper Step 2: A “+” sign will appear on the colored circle closest to the right. Click on this for the palette to appear. Step 3: Once you select the color you would like to switch to, the last circle will become that color, appear under “fill color”, and it will show up on the sample section. Windows: On Windows, the procedure is roughly the same: you mark the areas that you would like to redact, then you apply your redaction permanently by selecting “Apply”, which is a separate button. On both versions, you can utilize the sticky note feature to make a note regarding the reason for redaction. You can access this through the menu that pops up when you right-click. To change the color of the redaction on Windows, bring up the “Properties” menu via right-click. A bonus feature for redaction on the Windows software is the ability to search for certain words and redact them all at once. This can be handy when you have a large document and you’re trying to cover all instances of a specific name or phone number. To access this, select the “Search & Redact” function on the ribbon under “Protect”. Type in the word that you would like to redact throughout the document, and all instances of it will be highlighted. And there you have it. That’s my quick and easy guide on how to use the PDFelement redaction tool to secure your information and files. Is there another feature that you would like to see a tutorial on? Feel free to request it in our forum, or in the comments below! Plus, if you have any questions, feel free to comment below as well. By Rebecca Chen, Community Manager at PDFelement